Manager, Administrative Services

Competition 2687

This competition is open to all applicants however; internal candidates and applicants who were former employees of the University of Alberta will be given priority consideration before external candidates. Please log in to verify your internal candidate status.

This position is part of the Association of the Academic Staff of the University of Alberta (AASUA).

In accordance with the Administrative and Professional Officer Agreement, this position has a comprehensive benefits package and an annual salary range of $68,101 to $113,509.

Location - This role is hybrid with a mix of remote and in-person work at North Campus Edmonton.

Working at the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people — from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

Working for the Faculty of Rehabilitation Medicine

The Faculty of Rehabilitation Medicine creates knowledge, inspires learning, and advances the practice of rehabilitation to enhance health and participation. The Faculty has three accredited professional programs (Occupational Therapy, Physical Therapy, and Speech Language Pathology) as well as a vibrant continuing professional education portfolio, Rehabilitation Science programs, and numerous institutes. The faculty operates satellite campuses for the professional programs in Camrose and Calgary. Currently the faculty has approximately 70 faculty and academic teaching staff and approximately 1,000 graduate students.

Position Summary

Reporting to the Faculty General Manager, the Manager, Administrative Services supports the operations of the faculty based on an understanding of the faculty mission and the needs of the administrative and academic leadership. The Manager, Administrative Services will provide a wide range of administrative support to the faculty as well as oversee the faculty level administrative support team. The administrative support team provides human resource services, financial services, classroom technology support, satellite site administrative coordination, and general administrative support to the departments, offices, centres, institutes, and satellites within the FRM.

The position will play a key role in ensuring management of efficient/effective administrative, human resource and financial services within the faculty. This position will oversee all aspects of the employee life cycle for the administrative support team, which includes hiring, training, work assignments, performance management, appraisals and directing staff. The Manager, Administrative Services ensures team members are supported and engaged throughout their employment, and that the business needs of the faculty receive appropriate administrative support at the appropriate time.

Duties 

Faculty Operations

• Support annual strategic and operational planning activities; works with FGM/faculty leadership on specific projects and initiatives as required
• Prepares standard and ad-hoc reports for the area
• Prepares routine documents, emails, etc. for the area
• Provides various monthly or quarterly reports as required by the FGM
• Develops, revises, and implements processes and procedures to enhance operational effectiveness and efficiency
• Works within Google Suite and Microsoft Office to perform administrative tasks based on faculty needs
• Secretary and/or delegate chair to various faculty committees (e.g.FRM Health and Safety Advisory Committee)
• Faculty representative on specific campus committees (e.g. Environmental Health & Safety Senior Administrator Committee) occasionally acts as a delegate representative for the FGM
• Contributes to the development of a comprehensive accountability framework and appropriate controls within the faculty
• Develops and maintains expert knowledge of the University's administrative information systems, NASA and AASUA Collective Agreements and relevant UAPPOL policies
• Faculty Uniforum Coordinator: Liaison with Campus Uniform staff; data gathering and validation; report submissions
• Provides training, interpretation and guidance on general operating practices and the organizational and financial and human resources administrative support infrastructure
• Provides advice to the FGM, Department Chairs, Institute Directors, and faculty members based on extensive understanding of university policies, procedures, processes, collective agreements and FRM culture
• Provides support to the FGM as required on projects and day to day matters
• Provides back-up for the FRM operations assistants and administrator in the processing of financial and HR transactions
• Liaison with 1ST regarding the FRM funded embedded 1ST support staff; ensuring classroom technical support facilitates the FRM distributed educational model to satellites in Calgary and Camrose.
• Coordinates CCID management and computer evergreening with embedded 1ST staff
• Oversight of transactional matters (HR and Financial) within the faculty; resolves most issues independently having the knowledge base, judgement, and understanding of the faculty to determine which requires escalation (FGM, Department Chairs, Partners, Pis}
• Maintains open communication with FGM, Associate Chairs to ensure optimal administrative functioning of the faculty

Financial Management

• In collaboration with finance partner and department chairs, maintains an in-depth understanding of departmental budgets and current and forecasted expenditures. (OT, PT, SLP)
• Collaborates with FGM and Finance Partner to ensure the consolidated budget and forecast is accurate and resources are aligned with the business purpose and mission
• Provides advice to department chairs on human resource and non-salary expenditures to ensure optimum allocation of resources and balanced budgets
• Monitors program budgets for revenue and expenditure accuracy in collaboration with the finance partner
• Creates and maintains spreadsheets (e.g. tracks per course and per term sessional costs for each department, reporting to the Departments, FGM and Finance Partner)
• Performs monthly reconciliation of salary and benefits reports, addressing errors and communicating anomalies

HR Management and Coordination

• Tracks and communicates various HR related deadlines (e.g. appointment end dates, contract renewals, etc.)
• Performs HR initiation and financial tracking for a subset of HR activities across the faculty
• Coordinates ATS recruitment, probation, peer reviews, and renewal across faculty departments
• Coordinates Tenure Track recruitment, probation, peer reviews, and renewal across faculty departments
• Coordinates support staff recruitment and onboarding across the faculty as required
• Coordinates adjunct application and renewal process
• Coordinates PrepD process for APO, TRAS staff
• Coordinates FEC and ATSEC processes; serves as FEC and ATSEC secretary
• Provides guidance and assists users with the initiation of routine HR and financial transactions
• Cultivates and maintains current knowledge of all relevant university processes, policies, procedures and standards.
• Coordinates the development of administrative processes
• Identifies, troubleshoots, and resolves transactional issues. Corrects errors. Escalates complex issues as required

Supervision and Leadership

• Provides leadership, supervises, and assigns projects to the administrative services team (6 to 7 FTE)
• Trains, mentors, and evaluates staff to ensure appropriate professional development and performance.
• Works with staff to ensure resources are in place for optimal delivery of administrative services.
• Fosters a collegial culture and role models a service-oriented approach to the delivery of administrative services.
• Provides full-scope of supervision to administrative services staff (recruitment, training, performance evaluation and management, management of time approvals, vacation, and overtime/ banked time).
• Collaborates and consults with HR Partner and/or Central HR units regarding complex HR, employee relations, and labor relations issues to ensure compliance with: Collective Agreement requirements; institutional and best practice standards; legislative requirements; and relevant UAPPOL requirements
• Has solid understanding of all relevant Collective Agreement(s), HR-related UAPPOL policies, and legislative requirements and consults with HRP to confirm interpretation and compliance with same
• Develop and maintain a positive, productive, professional, and ethical working environment that encourages feedback from staff (regarding current tasks, policies, procedures and ideas for new initiatives), maximizes productivity, and enables respectful team collaborations. Establish and direct a team model that engenders team learning and continuous professional development.
• Provide guidance and direction to direct reports on the resolution of errors and/or anomalies. Provide clarity and resolve any ambiguity, interpersonal issues, problematic team dynamics, and/or conflicts promptly and appropriate to the situation
• Develops efficient workflow processes for the team, redesigning workflow and processes as required
• Enables continuous improvement of administrative processes and procedures to provide exceptional service.
• Liaises with Departments, Institutes, and faculty to ensure the level of administrative support is effective and efficient
• Provides strategic and operational updates/recommendations to the FGM regarding human resources matters. Forecast staffing needs, identifies challenges, and make recommendations to address staffing needs and issues

Minimum Qualifications

• A Bachelor's degree is required.
• 5 to 10 years of related experience with a proven track record of competency and effective leadership in post-secondary education.
• 5 to 10 years of proven/effective supervisory experience using advanced interpersonal and managerial skills to effectively lead and supervise a diverse team of unionized employees in a large complex organization.
• 5 to 10 years of related experience with HR and financial management, preferably in an educational setting.
• Proven ability to be professional and tactful in highly sensitive situations often involving highly confidential information. Proven ability to strictly adhere to and comply with University confidentiality guidelines, policies, and regulations is required.
• Proven computer proficiency (at an intermediate level) in the following computer systems/platforms that include: Microsoft Office Suite; Google applications; and Peoplesoft - HCM, Financials, eTRAC is required.

Preferred Qualifications 

• A Master’s degree in a related discipline is preferred; equivalent combinations of education and experience may be considered.
• In-depth knowledge of University of Alberta’s financial and human resource policies, procedures, and systems, and collective agreements is strongly preferred.
• Strategic and collaborative leadership skills; the ability to build effective and committed teams through integrity, consultation, cooperation, and mentorship.
• Proven ability to be professional and tactful in highly sensitive situations often involving highly confidential information. Proven ability to strictly adhere to and comply with University policies and regulations is required.
• Demonstrates excellent judgment and a high level of initiative.
• A high level of emotional intelligence and interacts with integrity, patience, flexibility, resilience, and political astuteness to create effective relationships and a supportive environment.
• Demonstrates the ability to critically and strategically analyze and evaluate information and situations to provide informed advice.
• Proven superior organizational, self-management, time management, analytic, and solution-seeking skills with excellent attention to details. Proven ability to triage and appropriately direct all unit employees.
• A communicator who listens effectively, has excellent written and verbal skills, and communicates in a manner that is accurate and easy to understand.
• Develops and/or maintains professional, positive, and collaborative working relationships with both internal/external clients and partners at all organizational levels.